Administrative Assistant

6 days ago

Vancouver, British Columbia, Canada Methanex Corporation Full time

Administrative Assistant:

Date Posted:
March 10, 2023

Reports To:
Manager, Global Supply Chain

Location:
Vancouver

Position Summary:


This role reports to the Manager, Global Supply Chain and provides administrative and business support services primarily to members of the Global Supply Chain & Market Planning team.

Administrative support services include calendar management, preparation of presentation materials, file & website management, general correspondence, and coordination of meetings, travel, and events.

Business support includes weekly and monthly data consolidation for reporting and correspondence to stakeholders.

Position Responsibilities:

  • Coordinate conference calls and department meetings (internal and external), including booking rooms and equipment, setting up catering, preparing agendas, taking and distributing meeting minutes, maintaining action logs
  • Plan and coordinate department events (e.g. teambuilding and holiday events) in collaboration with other crossorganization administrative staff
  • Coordinate travel and visa requirements within the Global Travel Guidelines. Prepare comprehensive travel itinerary for travellers
  • Prepare and accurately code expense reports, assist with department budget preparation, as well as monthly reconciliation of expenses
  • Produce monthly vacation record for team and circulate for approval
  • Serve as departmental Superuser for SharePoint managing all requirements for file management and archiving; support intranet maintenance
  • Assist with the preparation of weekly, monthly, and adhoc reports and PowerPoint presentations
  • Provide research support for projects
  • Data consolidation to support preparation of Supply and Demand, Terminal Inventory and Tactical planning reports
  • Consolidation of monthly sales and purchase figures
  • Preparation of sales forecast for the Senior Account Executive
  • Provide confidential administrative and organizational support to other team members, as required
  • Attend and contribute to relevant meetings
  • Provide overflow support to the other Assistants during peak workloads and periods of absence including Reception relief, as required

Position Qualifications:

  • Minimum five years of experience in similar administrative role, ideally supporting global teams
  • Strong interpersonal and communication skills (oral and written)
  • Strong and proactive organizer with outstanding attention to detail
  • Excellent administrative skills (planning, organizing, coordinating, implementing)
  • Advanced computer skills, including full competency using Microsoft Office suite to prepare PowerPoint presentations and manipulate data in Excel; SharePoint experience an asset
  • Strong time management skills, and able to manage competing priorities efficiently and effectively
  • Able to manage confidential issues with tact and diplomacy
  • Selfdirected and agile, adaptable to change

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